Administrative Assistant

Job Title: Administrative Assistant

Office Location: Syracuse

Salary: $19.00 – $19.50/Hourly

Classification: Non-Exempt. Part-time, twenty-three hours (23.00) week; a flexible schedule is expected for receptionist coverage.

Position Summary: The Administrative Assistant provides support to Reception, Development and Operations by filling in for the receptionist, completing administrative tasks for the Executive Assistant and Operations Department, and supporting Development and Community engagement efforts.

Apply: mail to: recruitment@acrhealth.org

MINIMUM QUALIFICATIONS:

• High School Diploma plus at least two years of experience work in an administrative capacity.
• Must be able to manage multiple tasks, communicate effectively, work independently and as part of a team, and utilize computer and software application skills (Microsoft Office, WordPress, Canva, social media, donor database software preferred).
• Must have a valid, unrestricted NYS driver’s license and access to a reliable, registered, and insured vehicle is required for necessary travel
• Sensitivity to HIV/AIDS, chronic illness, LGTBQ+ issues and a strong commitment to the mission, vision, and values of ACR Health are essential.

PRIMARY RESPONSIBILITIES:

• Incorporate best practices regarding confidentiality into all job duties and communications in accordance with Article 27-F and HIPAA, ACR Health policies and procedures and other applicable regulations. Protect agency data in accordance with confidentiality procedures and protocols.  Observe and abide by the HIV Confidentiality Law and HIPAA.
• Receptionist Support
  • Act as back up to Receptionist, covering for breaks and absences. Cover the phones for lunch and flex schedule to cover Receptionist PTO, as needed.
  • Greets all arrivals and notify appropriate staff of visitor’s arrival.
  • Maintains professionalism and order in crowded waiting area.
  • Screens incoming calls, obtains caller name and routes call to appropriate staff member.
  • Take message without prior staff notification of call if staff indicates in advance that they are in a meeting or otherwise not to be interrupted (Exception – emergency).
  • Maintains understanding of Confidentiality Law and how it relates to this position.
  • Answers all lines after no more than four (4) rings. Monitors voicemail messages left in general mailbox and fax system/ forwards faxes to appropriate staff
  • Always keeps reception and kitchen area neat and clean, including reading materials.
  • Informs IT Department of any problems via the helpdesk email or by calling the IT Manager.
  • When requested, maintains agency postage meter and applies postage to outgoing mail, as well as drop mail off at the post office
  • Signs for all incoming packages and notify appropriate staff when there is a delivery
• Development Assignments:
  • Data entry of donor gifts and mailing acknowledgement letters.
  • Maintain donor records in the donor management system and ensure accurate tracking of donations, acknowledgments, and follow-ups.
  • Support the execution of fundraising, community engagement, and donor events, meetings and mailings.
  • Create website posts, promotional fliers and social media campaigns and posts.
• Administrative Assignments:
  • Work with Chief Operations Officer and Executive Administrative Assistant to perform general administrative tasks.
  • Perform administrative assignments by the Chief Operating Officer Executive Administrative Assistant and other light office duties. Examples include but are not limited to completing and submitting purchase order requests with receipts, operating fax machine and printers, meeting preparation, maintaining records and files, maintaining common spaces such as the kitchen, meeting rooms, mail room and reception, running errands, and other duties as needed.
  • Perform other duties as assigned by the Chief Operating Officer, Development Director, Executive Administrative Assistant and/or Chief Executive Officer.